Legal Support Specialist (Litigation)

Cooley LLP • Palo Alto, CA

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About The Position

Legal Support Specialist (Litigation) Cooley is seeking a Legal Support Specialist to join the Business Litigation team. Position summary: The Legal Support Specialist (Litigation) will provide complex and specialized administrative support to assigned attorneys and paralegals. Specific duties and responsibilities include, but are not limited to, the following: Position responsibilities: Prepare and revise documents to support timekeepers which may include DocuSign, drafts, oral instruction, redlining, and proofreading end product Draft pleading and discovery documents (e.g., master captions, shell notices, declarations, proposed orders, and proof of services) Create and maintain files, including electronic files in iManage, Outlook, and shared drives Arrange for court filings and service of documents (e.g., new complaints and subpoenas) Electronically file and serve documents with applicable jurisdictions including courtesy and/or chambers copies as needed Coordinate court reporters and videographers for depositions and court hearings Assist with deposition exhibit preparations Prepare new business forms (e.g., conflict sheets, engagement letters, waiver letters) for new and existing clients while coordinating with business intake & conflicts department Maintain timekeepers’ calendar along with team court-related deadlines, while proactively resolving scheduling conflicts Schedule and coordinate virtual and in-person client and internal meetings Communicate with docket department for litigation related deadlines Prepare and process invoices, submit expense reports, check requests, travel reimbursements, cell phone reimbursements, and fitness reimbursements using general ledger codes in accordance with accounting/finance department guidelines Enter time daily in IntApp and maintain appropriate records Review, distribute, and process prebills Perform audit letter process Perform legal research, as requested Keep abreast of court rules and procedures, legal terminology, and e-filing and filing under seal requirements Maintain timekeepers’ CLE credits, bar admissions/renewals, and various court admissions Make travel arrangements, making recommendations for optimal flights and accommodations, while adhering to the firm’s travel policy Coordinate with the service center to prepare and arrange messenger service, large-scale mailings, and copy projects Copy and print documents that are not appropriate to send to the service center Consistently use the CRM tool to support business development in the firm Maintain open communication and professional relationships with all assigned timekeepers, team members, and clients Assist other timekeepers and team members, as needed Work with, delegate, and provide mentorship to practice team assistants, as appropriate Keep abreast of applicable software and procedural changes at the firm Participate in pilot programs to test and improve technology or workflow enhancements Other duties as assigned or required

Requirements

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• 4+ years of administrative support experience in a law firm or legal department, preferably specializing in litigation practice

Nice To Haves

• Ability to navigate and interpret legal procedures and terminology effectively
• Bachelor’s degree or business college certificate

Responsibilities

• Prepare and revise documents to support timekeepers which may include DocuSign, drafts, oral instruction, redlining, and proofreading end product
• Draft pleading and discovery documents (e.g., master captions, shell notices, declarations, proposed orders, and proof of services)
• Create and maintain files, including electronic files in iManage, Outlook, and shared drives
• Arrange for court filings and service of documents (e.g., new complaints and subpoenas)
• Electronically file and serve documents with applicable jurisdictions including courtesy and/or chambers copies as needed
• Coordinate court reporters and videographers for depositions and court hearings
• Assist with deposition exhibit preparations
• Prepare new business forms (e.g., conflict sheets, engagement letters, waiver letters) for new and existing clients while coordinating with business intake & conflicts department
• Maintain timekeepers’ calendar along with team court-related deadlines, while proactively resolving scheduling conflicts
• Schedule and coordinate virtual and in-person client and internal meetings
• Communicate with docket department for litigation related deadlines
• Prepare and process invoices, submit expense reports, check requests, travel reimbursements, cell phone reimbursements, and fitness reimbursements using general ledger codes in accordance with accounting/finance department guidelines
• Enter time daily in IntApp and maintain appropriate records
• Review, distribute, and process prebills
• Perform audit letter process
• Perform legal research, as requested
• Keep abreast of court rules and procedures, legal terminology, and e-filing and filing under seal requirements
• Maintain timekeepers’ CLE credits, bar admissions/renewals, and various court admissions
• Make travel arrangements, making recommendations for optimal flights and accommodations, while adhering to the firm’s travel policy
• Coordinate with the service center to prepare and arrange messenger service, large-scale mailings, and copy projects
• Copy and print documents that are not appropriate to send to the service center
• Consistently use the CRM tool to support business development in the firm
• Maintain open communication and professional relationships with all assigned timekeepers, team members, and clients
• Assist other timekeepers and team members, as needed
• Work with, delegate, and provide mentorship to practice team assistants, as appropriate
• Keep abreast of applicable software and procedural changes at the firm
• Participate in pilot programs to test and improve technology or workflow enhancements
• Other duties as assigned or required

Benefits

• We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.
• In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year.
• We provide generous parental leave and fertility benefits.
• New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level